How do I migrate my Outlook PST data to GMS Cloud?
Getting Started with GMS Cloud
PST Migration Tool
GMS offers a number of carefully thought out migration tools and policies and our dedicated support and sales teams will help you make the right choice to gracefully and easily move your data to your new email messaging service.
The PST migration tool was created to allow Microsoft Outlook users to easily migrate their data out of Outlook and into GMS or GMS Cloud. Please use this tool in conjunction with input from our experienced Support teams (as required); please note that there is a direct relationship between the amount of data you migrate, and the speed of the migration process as explained further on in this user guide.
This PST migration tool (and guide) is suitable for end-user driven migration processes; please make your Support representative aware of requirements for centralised migration and/or large user population migration requirements.
- Microsoft Outlook: At present, the PST Migration tool will only work against a 32bit version of Outlook. Microsoft themselves recommend the usage of 32bit Outlook. Plans to make the plug-in 64bit aware are on the development roadmap. If you are unsure into which ‘bitness’ of Outlook you are running, please see this Microsoft article. http://office.microsoft.com/en-us/outlook-help/choose-the-32-bit-or-64-bit-version-of-microsoft-office-HA010369476.aspx
- Gordano domain/user account creation: Prior to commencing the PST migration process, your chosen domain and user accounts must be created on the remote GMS server. It is these login credentials you will later need to enter into the PST configuration settings to allow the porting of your Outlook data.
- Locate the correct PST file: When configuring the PST migration tool, the application will try to load the default PST file associated with the active Outlook profile. At this point you can then choose which folders you wish to migrate over to GMS and which folders you don’t. If you require a different PST file to be migrated, you can use the available dialog box to search for the correct file on your hard drive. Your network administrator will be able to assist you further at this point.
- Compact your Outlook PST file: Please ensure that your PST file is compacted prior to migrating your data from Outlook into GMS. This can hugely reduce the overall size of your current Outlook PST file often resulting in much less data being transferred over the Internet speeding up the migration process. The following Microsoft knowledge base article provides information how to access the compact tool for the different versions of Outlook. http://support.microsoft.com/kb/289987
- Migration performance factors: Before migration of your data you will be given the list of folders that reside within your PST file that hold your Outlook data. You should seriously consider whether you need to migrate all of this data to GMS as the overall size of your PST file along with the capacity of your Internet connection will dictate how long this process can take. Your original PST file will remain untouched by this application so you will always have this on your local Outlook PC as a static backup. Please refer to the last page of this user guide for some sample data and rough time estimations for migration.
Please follow these bullet points before initialising the migration process of your data to GMS.
PST Migration Tool
Once you have the PST migration executable, please close down your Outlook and then launch the application.
User Access Control (UAC)
If you are running a modern Windows Operating System, you may initially encounter a UAC warning.
User Access Control was introduced in Windows 7 as a security addition. It allows administrator credentials to be specified during a non-administrator’s Windows user session to perform occasional administrative tasks. Often the publisher is listed as “Unknown” which can unsettle users. Here you can see here that Gordano has take necessary measures to have become a ‘Verified Publisher’ meaning you can proceed with the installation file in the comfort of knowing this application has been verified by an approved certifying authority.
This is the opening welcome screen for the PST migration tool. From here, you are several steps away from completing the installer.
As with any commercial software, please ensure that you read the license agreement before proceeding with the installation.
Here you can choose where you wish to install the PST migration tool.
If you next see the following dialog, this installation has been successful. Congratulations.
You can now launch Outlook and navigate to where the add-in has been installed. For Outlook 2010, the location of the PST Migration tool can be located under “Add-Ins”. If you are running an earlier version of Outlook, the “Share” menu will appear under Outlook’s “Tools” menu.
‘Check for duplicates on server’ option
If this your first attempt at migrating your data into GMS, this default-enabled option will have no impact on your impending migration so it can be left enabled.
As the migration tool can support the transfer of multiple PST files, you may want to disable this option as it could result in a lot of processing overhead.
If this is a subsequent run using the same PST file as a previous attempt failed for some reason (power cut / user abort), you should also keep this enabled as the duplication prevention setting will ensure that no e-mail will be migrated that already exists on the server from the first run. Please note that enabling this option will have an overhead so it may take a little longer to sync due to the extra processing required to prevent duplicates. If however you wish to start your migration process anew, simply delete the account you will have created on the GMS server and recreate it.
You are nearing the moment that you can start your PST migration but first you will need to provide some basic, essential configuration parameters.
The “Login Email” textbox is the full e-mail address of the account already setup on the GMS server that you wish to
migrate your data to.
The “Password” textbox will require the password previously setup in GMS for the account in question.
The “Server” is the fully qualified host/domain name OR the server’s IP address.
The “HTTP” and “IMAP” port settings are default; industry-accepted values so only change these if you have specific reason
to such as when the remote GMS server is listening on different ports.
Using the configuration above, the PST migration tool will attempt to logon to the server ‘mail.test.dom’ over ports ‘143’ and ‘8376’ and will try to login to the remote GMS server as the account ‘craig’.
Please note: You will need to ensure that your Firewall does not intervene by blocking traffic to these ports.
If you see the following dialog box you can be confident that the migration process has completed.
Migration in progress…
Upon selecting ‘OK’, a small dialog box will appear to ensure you are ready to migrate your data to GMS. If you are ready to migrate, proceed as normal and you will soon be greeted with the migration process dialog box.
PST file location
The PST migration tool will attempt to pre-populate the dialog box shown below with the default Outlook profile. This will most likely be the PST file that stores your e-mail but if it isn’t, you will need to locate the correct PST file on your hard drive using the “Browse” button. Your network administrator will be able to assist you further.
The completion of the migration process will depend on a number of factors but chiefly the bandwidth of your Internet connection and the size of the PST file you are migrating. As you are uploading your data to the remote server instead of downloading, it is the upload speed of your connection that dictates how quickly this can complete. To obtain your average upload speed you can either consult your network administrator or find a website that can perform a test to determine the capacity of your Internet connection.
PST Migration Tool